Travel Authorizations & Reimbursement
Travel Authorizations
A Request for Travel Authorization (RTA) must be submitted for all travel prior to the trip. You can request an RTA via the request system.
Select Travel Authorization Request
Fill out all required information and click continue.
Assign the request to group 00379 BME Travel & Entertainment
The Travel & Entertainment Coordinator will finalize the request and submit for departmental approval.
a. For international travel on state sponsored accounts (i.e. Startups), a budget must be submitted to Cockrell for approval before the RTA can be approved.
Once the RTA is approved, you will receive an automatic email notification with an RTA number.
a. International Travelers: Please see UT’s international travel policy.
i. Confirm that you are not traveling to a restricted region and obtain proper approval if you are.
ii. All employees traveling to countries of concern for UT business purposes are required to take a loaner laptop. Please request a loner laptop at least 5 days prior to travel.
iii. International Travelers are required to register with the International Travel Registry (ITR). You will receive an automated email from grs@austin.utexas.edu with instructions. The ITR initiates insurance coverage and emergency support when out of the country.
Booking Travel Accommodations
Lodging, airfare, and rental cars can be booked through Concur after the RTA is approved. Airfare and rental
cars can be direct billed to the account listed on the RTA, but hotels will need a personal credit card that will be reimbursed after your travel.
If you chose to book airfare and rental cars without Concur, you will be reimbursed after your travel dates.
Conference Registrations can be paid with a Procard in advance or reimbursed after the event.
For State Accounts, daily meal and lodging rates are capped according to GSA guidelines for both in state and out of state travel. Please reach out to the Travel & Entertainment Coordinator (bme-travel-entertainment@utexas.edu) for rates. The cap only applies to the room rate and meals, not any taxes or fees.
For non-State accounts, meals and lodging are capped at $260/day for in state travel and $375/day for out of state travel. The cap only applies to the room rate and meals, not any taxes or fees.
Travel Reimbursements
Travel Reimbursements are handled by the Travel & Entertainment Coordinator. You can request a travel reimbursement via the request system, or email all receipts to bme-travel-entertainment@utexas.edu.
Submit all reimbursements as soon as possible. Reimbursements processed more than 60 days after the travel dates may be reported as taxable income to the payee.
Per Diem is $51/day for local accounts and $59/day on state accounts.
Make sure you are only tipping 20% of the subtotal for taxis. Excess tips will not be reimbursed.
Texas State Hotel Occupancy Tax will not be reimbursed. Please submit a Tax Exempt Form to yourhotel if they are charging this. For out of state travel, state occupancy tax is allowed.
If you split a room, please have each person pay for their half of the room. Each person should submit their own reimbursement requests requesting half the cost of the room.
Do not submit any receipts that were paid with a Procard or direct billed.
Submit receipts showing proof of payment. They may be returned if there is no proof of payment.